Webmail User Guide

www.novell.
com/documentation
WebAccess User Guide

GroupWise 2014
August 2014
Getting Started
GroupWise is a robust, dependable messaging and collaboration system that connects you to your
universal mailbox anytime and anywhere. This section gives you an overview of how to start using
GroupWise quickly and easily.
Section 1.1, Supported Web Browsers, on page 9
Section 1.2, Starting GroupWise WebAccess, on page 9
Section 1.3, Understanding Timing Out from GroupWise WebAccess, on page 10
Section 1.4, Changing Your Password, on page 11
Section 1.5, Getting to Know the GroupWise WebAccess Interface, on page 11
Section 1.6, Exploring the Folder List, on page 13
Section 1.7, Understanding GroupWise Item Types, on page 15
Section 1.8, Identifying the Icons Appearing Next to Items, on page 16
Section 1.9, Learning More, on page 17
1.1
Supported Web Browsers

Any of the following web browsers:
Linux: Mozilla Firefox; Google Chrome
Windows: Microsoft Internet Explorer 9 or later; Mozilla Firefox; Google Chrome
NOTE: On Windows XP, Microsoft Internet Explorer 8.0 is also supported.
Macintosh: The latest version of Safari for your version of Mac OS; Mozilla Firefox; Google
Chrome
Microsoft Surface Pro tablet, with Windows 8 or later
Any mobile device that supports Wireless Access Protocol (WAP) and has a microbrowser that
supports Hypertext Markup Language (HTML) 4.0 or later
1.2
Starting GroupWise WebAccess

You start GroupWise WebAccess as you would any other home page on the Internet.
1 Use your Web browser to go to the URL your administrator gives you, such as http://server/
gw/webacc, or an IP address such as 155.155.11.22.
If you need to find your GroupWise administrator, ask the person who gave you your
GroupWise user name and password.
Getting Started
2 On the GroupWise WebAccess login page, enter your user name and password.
3 Click either This is a public or shared computer or This is a private computer.
The option you choose affects the timeout interval that is used. To help keep your information
secure, a shorter timeout interval is used if you are using WebAccess from a public or shared
computer. For more information on timeout interval, see Section 1.3, Understanding Timing
Out from GroupWise WebAccess, on page 10.
4 (Conditional) If youre using a small mobile device such as a mobile phone, click Options, then
select Use the basic interface.

The basic interface has limited functionality and graphics. It is designed to perform the most
basic tasks in GroupWise WebAccess. To close the basic interface, close all Web browsers and
launch WebAccess again, then deselect Use the basic interface.
For information on how to use the basic interface, see the GroupWise 2014 WebAccess Basic
Quick Start (http://www.novell.com/documentation/groupwise2014/gw2014_qs_webaccbasic/
data/gw2014_qs_webaccbasic.html).
5 Click Login.
Your GroupWise mailbox opens.

If you are unable to log in, click the Cant log in? link on the login page for more information
about how to get your password reset in your organization.
1.3
Understanding Timing Out from GroupWise WebAccess

Specific actions, such as opening or sending an item, generate a call to the Web server. Other actions,
such as scrolling through items in the Item List, composing a message without sending it, or reading
Help topics, do not generate a call to the Web server. If, for a period of time, you leave GroupWise
WebAccess alone or perform actions that do not generate a call, WebAccess logs you out. Doing so
provides security for your email and ensures that the Web server and GroupWise WebAccess run
efficiently.
The default timeout period is 20 minutes if you are using WebAccess on a public or shared computer.
If you are using WebAccess on a private computer the default timeout period is 480 minutes (8
hours). However, your GroupWise administrator can change the timeout period for your
10
GroupWise 2014 WebAccess User Guide
organizations GroupWise system. You specify whether you are using WebAccess on a public or
private computer during login, as described in Section 1.2, Starting GroupWise WebAccess, on
page 9.
If you try to perform an action after you have been logged out, you are prompted to log in again.
To ensure that you have the latest information in your Mailbox and to prevent frequent timeouts,
click the Update icon
NOTE: You must authenticate correctly to be returned to your work after a timeout. If you havent
logged in correctly, the message you were composing might appear to be lost. Use the keyboard to
return to your saved message window (for example, Alt+Left-arrow key in Windows).
1.4
Changing Your Password

In order to access your GroupWise mailbox from WebAccess, your mailbox must have a password.
Your GroupWise administrator might have assigned the password when he or she set up your
GroupWise account. If you have access to the GroupWise Windows client, you can set your initial
mailbox password yourself, as described in Assigning a Password to Your Mailbox in Getting
Started in the GroupWise 2014 Client User Guide.
To change your mailbox password in WebAccess:
1 Click the Options icon
, then click Options.
Click the Password tab.

2 Type your old password, then type your new password twice for confirmation.
3 Click Save, then click Close.
Depending on the security level that your GroupWise administrator has established for your post
office, you might need to know more about passwords. For more information, see Section 11.1,
Managing Mailbox Passwords, on page 101.
1.5
Getting to Know the GroupWise WebAccess Interface

Your main work area in GroupWise is called the Main Window. From the Main Window of
GroupWise, you can read your messages, schedule appointments, view your Calendar, manage
contacts, open folders, and much more.
Section 1.5.1, Understanding the Nav Bar, on page 11
Section 1.5.2, Understanding the Toolbar, on page 12
1.5.1
Understanding the Nav Bar

The Nav Bar is located at the top of the WebAccess page. It is designed for quick access to the folders
you use the most. By default the Nav Bar contains the Mailbox, Calendar, Contacts, and Documents
folders.
Getting Started
11
Figure 1-1 The GroupWise WebAccess Nav Bar
1.5.2
Understanding the Toolbar

Use the toolbar to access many of the features and options found in WebAccess. The toolbar at the top
of a folder or item is context-sensitive; it changes to provide the options you need most in that
location.
There are two different toolbars you can display:
Main: The Main toolbar contains most of your commonly used functions, such as New
Appointment and New Mail. The Main toolbar is located at the top of the main page.
Item Context: The Item Context toolbar contains context-sensitive buttons that relate to the item
that is displayed. The Item Context toolbar is located at the top of the page.
Figure 1-2 The GroupWise WebAccess Toolbars
12
1.6
Exploring the Folder List

The Folder List at the left of the Main Window lets you organize your GroupWise items by creating
folders to store your items in. The Mailbox folder is the default folder that is opened when you first
log in. For information about the different GroupWise folders, see Section 2.2, Using Folders to
Organize Your Mailbox, on page 20.
The following folders are displayed in the Folder List:
Section 1.6.1, Home Folder, on page 13
Section 1.6.2, Mailbox Folder, on page 13
Section 1.6.3, Unopened Items, on page 13
Section 1.6.4, Sent Items Folder, on page 14
Section 1.6.5, Calendar Folder, on page 14
Section 1.6.6, Contacts Folder, on page 14
Section 1.6.7, Tasklist Folder, on page 14
Section 1.6.8, Work in Progress Folder, on page 14
Section 1.6.9, Cabinet Folder, on page 14
Section 1.6.10, Junk Mail Folder, on page 14
Section 1.6.11, Trash Folder, on page 15
Section 1.6.12, Shared Folders, on page 15
1.6.1
Home Folder
Your Home folder
(indicated by your name) represents your GroupWise database. All folders in
your Folder List are subfolders of your Home folder.
1.6.2
Mailbox Folder
The Mailbox
displays all the items you have received, with the exception of scheduled items
(appointments, tasks, and reminder notes) you have accepted or declined. By default, scheduled
items and tasks are moved to the Calendar when you accept them.
Your received items are stored in your GroupWise Mailbox, which automatically refreshes as you
receive new items. If your computer has audio capabilities, and a GroupWise WebAccess window is
open in your Web browser, an audio cue plays when a new item is received.
You can organize your messages by moving them into folders within your Cabinet, and you can
create new folders as necessary.
1.6.3
Unopened Items
The Unopened Items folder
cannot be deleted.
lists received items you have not yet opened. It is a query folder that
Getting Started
13
1.6.4
Sent Items Folder

The Sent Items folder
displays all the items you have sent. By checking the properties of your sent
items, you can determine their status (Delivered, Opened, and so on).
1.6.5
Calendar Folder
The Calendar folder
is a link that takes you to the Calendar view, where you can choose several
Calendar view options. You can use the Folder List to choose which calendars to display. The selected
calendars are displayed in the calendar view.
1.6.6
Contacts Folder
The Contacts folder , by default, represents the Frequent Contacts address book. Any modification
you make in the Contacts Folder is also made in the Frequent Contacts address book.
From this folder, you can view, create, and modify contacts, resources, organizations, and groups.
1.6.7
Tasklist Folder
Use the Tasklist folder
to create a task list. You can move any items (mail messages, phone
messages, reminder notes, tasks, or appointments) to this folder and arrange them in the order you
want.
1.6.8
Work in Progress Folder

The Work In Progress folder
is a folder where you can save messages you have started but want to
finish later. This is also where all Auto Save messages are automatically saved.
1.6.9
Cabinet Folder
The Cabinet
contains all of your personal folders. You can rearrange and nest folders by clicking
the Folders on the Main Toolbar.
1.6.10
Junk Mail Folder

All email items from addresses and Internet domains that are junked through Junk Mail Handling
are placed in the Junk Mail folder . This folder is not created in the folder list unless a Junk Mail
option is enabled.
While Junk Mail options are enabled, this folder cannot be deleted. However, the folder can be
renamed or moved to a different location in the folder list. If all Junk Mail options are disabled, the
folder can be deleted. The folder can also be deleted if the Junk Mail Handling feature is disabled by
the GroupWise administrator.
To delete items from the Junk Mail folder, right-click the Junk Mail folder, click Empty Junk Mail
Folder, then click Yes.
For more information about Junk Mail Handling, see Section 3.6, Handling Unwanted Email
(Spam), on page 47.
14
1.6.11
Trash Folder
All deleted mail and phone messages, appointments, tasks, documents, and reminder notes are
stored in the Trash folder . Items in the Trash can be viewed, opened, or returned to your Mailbox
before the Trash is emptied. (Emptying the Trash removes items in the Trash from the system.)
You can empty your entire Trash, or empty only selected items. The GroupWise administrator can
specify that your Trash is emptied automatically on a regular basis.
1.6.12
Shared Folders
A shared folder
is like any other folder in your Cabinet, except other people have access to it. You
can create shared folders or share existing personal folders in your Cabinet. You choose whom to
share the folder with, and what rights to grant each user. Users can post messages to the shared
folder, drag existing items into the folder, and create discussion threads. You cant share system
folders, which include the Cabinet, Trash, and Work In Progress folders.
If you place a document in a shared folder, people with rights to the shared folder dont
automatically have rights to edit the document. Before they can edit the document, you must give
them Edit rights by clicking Folders, then clicking the Share Folder tab.
1.7
Understanding GroupWise Item Types

Every day you communicate in a variety of ways. To accommodate these needs, GroupWise delivers
your items by using a variety of item types. Each item type is explained below.
Section 1.7.1, Mail, on page 15
Section 1.7.2, Appointment, on page 15
Section 1.7.3, Task, on page 15
Section 1.7.4, Note, on page 16
Section 1.7.5, Phone Message, on page 16
1.7.1
Mail
A mail message is for basic correspondence, such as a memorandum or letter. See Section 3.3,
Receiving Email, on page 42 and Section 3.1, Sending Email, on page 25.
1.7.2
Appointment
An appointment lets you invite people to and schedule resources for meetings or events. You can
schedule the date, time, and location for the meeting. You can use personal appointments to schedule
personal events such as a doctors appointment, a reminder to make a phone call at a certain time,
and so forth. Appointments display on the Calendar. See Section 4.3.2, Scheduling Appointments,
on page 54.
1.7.3
Task
A task lets you place a to-do item on your own or on another persons Calendar after it has been
accepted. You can schedule a due date for the task and include a priority (such as A1). Uncompleted
tasks are carried forward to the next day. See Section 5.3.1, Assigning a Task, on page 66.
Getting Started
15
TIP: You can also create a Tasklist that is not associated with your Calendar. In this type of Tasklist,
any item type (mail, appointment, task, reminder note, phone message) can be used.
1.7.4
Note
A note is posted on a specific date on your own or another persons Calendar. You can use notes to
remind yourself or others of deadlines, holidays, days off, and so forth. Personal notes are useful as
reminders for birthdays, vacations, paydays, and so forth. See Section 4.3.3, Sending Reminder
Notes, on page 59.
1.7.5
Phone Message
A phone message helps you inform someone of a phone call or visitor. You can include such
information as caller, phone number, company, urgency of the call, and so forth. You cannot answer
your phone from a phone message. See Section 3.1.11, Sending a Phone Message, on page 36.
1.8
Identifying the Icons Appearing Next to Items

The icons that appear next to items in your Mailbox, Sent Items folder, and the Calendar show
information about the items. The following table explains what each icon means.
Table 1-1 Icon Descriptions
Icon
Description
One or more attachments are included with the item.
Draft item.
An item you have sent.
An item you have replied to.
An item you have forwarded.
An item you have delegated.
An item you have replied to and forwarded
An item you have replied to and delegated.
An item you have forwarded and delegated.
An item you have replied to, forwarded, and delegated.
16
Icon
Description
A personal item.
Unopened mail message with a low, standard, or high priority.
Opened mail message with a low, standard, or high priority.
Unopened and opened appointment with a low, standard, or high priority.
Unopened and opened task with a low, standard, or high priority.
Unopened reminder note with a low, standard, or high priority.
Opened reminder note with a low, standard, or high priority.

Unopened phone message with a low, standard, or high priority.
Opened phone message with a low, standard, or high priority.
A reply is requested for this low, standard, or high priority item.
Unopened document reference.
Opened document reference.
Shared folder notification.
Shared address book notification.
Unopened posted item (shared folder).
Opened posted item (shared folder).
1.9
Learning More
You can learn more about GroupWise from the following resources:
Section 1.9.1, Online Help, on page 18
Section 1.9.2, GroupWise Documentation Web Page, on page 18
Section 1.9.3, GroupWise Cool Solutions Web Community, on page 18
Getting Started
17
1.9.1
Online Help
Complete user documentation is available in Help. In the Main Window, click Help, then use the
Contents tab, Index tab, or Search tab to locate the help topics you want.
1.9.2
GroupWise Documentation Web Page

For a complete set of GroupWise user and GroupWise administration documentation, go to the
GroupWise 2014 Documentation Web site (http://www.novell.com/documentation/groupwise2014/).
1.9.3
GroupWise Cool Solutions Web Community

At the Cool Solutions Web site (https://www.novell.com/communities/coolsolutions/gwmag), you
find tips, tricks, feature articles, and answers to frequent questions.
18
Getting Organized
In Getting Started, you learned the basics of the GroupWise Web environment. This section describes
how to transform the basic GroupWise Web environment into an efficient, customized collaboration
environment that suits your personal work style.
Section 2.1, Using Categories to Organize Items, on page 19
Section 2.2, Using Folders to Organize Your Mailbox, on page 20
2.1
Using Categories to Organize Items

Categories are used to help define and prioritize items in your mailbox. Categories apply a color
pattern of your choice to the specified email messages, so you can classify them at a glance. You can
assign more than one category to an item, but one category is always primary and displays the
primary color scheme. Categories also apply to calendar items and can be added to calendar items
the same way they are added to mail items.
Section 2.1.1, Assigning a Category, on page 19
Section 2.1.2, Adding a New Category, on page 19
Section 2.1.3, Removing a Category from an Item, on page 20
Section 2.1.4, Renaming a Category, on page 20
Section 2.1.5, Deleting a Category, on page 20
2.1.1
Assigning a Category
1 Select the message you want to add a category to.
2 Right-click, then click Categories.
3 Select the category you want to use.
4 Click OK.
2.1.2
Adding a New Category

1 In your mailbox, click Categories.
2 In the New Category field, specify a name for the new category, then click Add.
3 Select the new category in the Categories section, then specify the text and background colors.
4 Click OK.
Getting Organized
19
2.1.3
Removing a Category from an Item

1 Select the item you want to remove the category from.
2 Right-click and select Categories.
3 Deselect the check box in the Categories section.
4 Click OK.
2.1.4
Renaming a Category
2 Select the category you want to rename.
3 Click Rename.
4 Specify the new name, then click OK.
2.1.5
Deleting a Category
2 Select the category you want to remove.
3 Click Delete.
2.2
Using Folders to Organize Your Mailbox

Use folders to store and organize your items. For example, you can group all items related to a
particular task or subject together.
Section 2.2.1, Understanding Folders, on page 20
Section 2.2.2, Modifying the Folder List, on page 21
Section 2.2.3, Deleting Folders, on page 21
Section 2.2.4, Creating a Personal Folder, on page 21
Section 2.2.5, Renaming a Folder, on page 22
Section 2.2.6, Moving an Item to Another Folder, on page 22
Section 2.2.7, Understanding Find Results Folders, on page 22
Section 2.2.8, Using Shared Folders, on page 22
2.2.1
Understanding Folders
The Folder List displays the folders that are relative to the folder you are currently in. The following
are context-sensitive Folder Lists:
Calendar: Displays a list of all calendars. From here you can select to display the contents of a
calendar in the main calendar. In addition, you can change the color of a calendar.
Contacts: Displays a list of all personal address books. By default, the main Contacts folder is
the Frequent Contacts address book.
Documents: Displays a list of your document libraries. By default, the main Documents folder is
your default document library.
20
Click the Expand
and Collapse
arrows to expand and collapse folders.
For information about the individual folders you might have in your Folder List, see Section 1.6,
Exploring the Folder List, on page 13.
You can organize items in your folders by moving them. When you move an item into a folder, it is
taken from one location and placed in another.
You can store unfinished items in a predefined folder called Work In Progress (see Saving an
Unfinished Email on page 32). You can also make folders public by sharing them (see Using Shared
Folders on page 22). You can create rules to automatically sort items to different folders (see
Section 8.3, Creating a Rule, on page 90).
2.2.2
Modifying the Folder List

1 On the main WebAccess page, click Folders on the toolbar.
In the Manage Folders window, you can create, delete, and share folders.
2.2.3
Deleting Folders
1 Select the Delete Folder tab at the top of the Folders window.
2 Click the folder you want to delete.
3 Click Yes.
You cannot delete the Calendar, Mailbox, Sent Items, Tasklist, Contacts, Cabinet, Work In Progress, or
Trash folders. You can delete the Junk Mail folder only if Junk Mail Handling has been disabled.
2.2.4
Creating a Personal Folder

1 On the main WebAccess page, click Folders on the toolbar.
2 Select the place in the Folder List where you want to add the folder. By default, a new folder is
added as the first folder in the Cabinet.

For example, to add a folder at the same level as the Mailbox folder, click the Down button next
to the Mailbox folder. To add a folder to the Mailbox folder, click the Right button next to the
Mailbox folder.
Getting Organized
21
3 Type a name for your new folder in the Folder Name field.
4 Click Add Folder.
2.2.5
Renaming a Folder
In some cases you might want to rename a folder to more accurately reflect the contents of a folder or
to correct a spelling error. In WebAccess new folders can be created but names of existing folders
cannot be changed. You can change folder names in the GroupWise Windows client.
For more information on managing folders, see Section 2.2.1, Understanding Folders, on page 20.
2.2.6
Moving an Item to Another Folder

1 Locate the item in the Item List.
2 Double-click the item to open it, then click Move.
3 Click the folder where you want to move the item.
If you are moving the item to a folder in the Cabinet, you might need to click the Expand
next to the Cabinet to display the Cabinet folders.
2.2.7
icon
Understanding Find Results Folders

A Find Results folder is a folder that displays the results of a query. When the folder is opened,
GroupWise examines the search criteria defined for the folder, searches for everything specified, then
displays everything it finds in the Item List. You can act on items in a Find Results folder the same
way you act on items in any folder, such as opening, forwarding, printing, copying, moving, or
deleting them, but the original item remains stored in the folder where the search found it. This
means that if you move or delete an item from a Find Results folder, the item is deleted from the Item
List, but not from the original location. The next time you open the Find Results folder, the search is
performed again and the item is once again displayed.
Although you cannot create new Find Results folders in WebAccess, you can use folders you created
in the GroupWise Windows client. However, to ensure that you are viewing the most recent
information in the folder and not a cached copy, you should click Update in the toolbar before
opening a Find Results folder.
2.2.8
Using Shared Folders

A shared folder is like any other folder in your Cabinet, except other people have access to it and it
appears in their Cabinets. You can create shared folders or share existing personal folders in your
Cabinet. You choose whom to share the folder with, and what rights to grant each user. Then, users
can post messages to the shared folder, drag existing items into the folder, and create discussion
threads. You cannot share system folders, which include the Mailbox, Unopened Items, Sent Items,
Calendar, Task List, Checklist, Cabinet, Work In Progress, Junk Mail, and Trash folders.
If you place a document in a shared folder, people with rights to the shared folder can read the
document, but they dont automatically have rights to edit. Before they can edit the document, you
must give them Edit rights on the Share Folder tab.
22
You can share personal folders with other users. Recipients of the shared folder receive a notification
explaining that you have shared the folder with them. They can then accept the folder or decline the
folder.
Sharing an Existing Folder with Other Users on page 23
Accepting a Shared Folder on page 23
Posting an Item to a Shared Folder on page 24
Deleting a Shared Folder on page 24
Sharing an Existing Folder with Other Users

1 On the main WebAccess page, click Folders on the toolbar, then click the Share Folder tab.
2 Select the folder you want to share. Folders available for sharing are underlined.
3 In the Name field, start typing the name of a user.
or
Click Address Selector to search for a user. For more information about the Address Selector, see
Section 6.2, Using the Address Selector, on page 72.
4 Select the access options you want for the user.
5 Repeat Step 3 through Step 4 for each user you want to share the folder with.
6 Click Save.
Accepting a Shared Folder

1 Click the Shared Folder notification in your Mailbox.
2 Click Accept Folder.
3 The name of the folder is filled in by default. Make any desired changes to the name of the
folder.
4 Select the folders location.
5 Click Add Folder.
Getting Organized
23
Posting an Item to a Shared Folder

1 In the Folder List, open the shared folder you want to post the item to.
2 At the top of the Item List, click Post to display a Message form.
3 Type a subject and message.
You can include Web site locations or addresses (URLs) in both the Subject field and the message
body.
4 (Optional) Click Check Spelling to spell check the message.
5 (Optional) Click Attach to attach files to the message. For this feature to work, your browser
must support attachments.

6 Click Post to add the message to the shared folder.
Deleting a Shared Folder

To delete a folder that is shared with you:
1 Right-click the folder.
2 Click Delete Folder.
3 Click OK.
Deleting a folder that is shared with you just deletes the folder from your GroupWise Mailbox. All
other users are unaffected. However, if you are the one who shared the folder with others, then
deleting that folder also removes it from all other users.
24
Email
An email message is basically a text message sent to a recipient. You can write messages in plain text
or HTML, and you can add attachments to them. All incoming messages are delivered to your
Mailbox folder.
An email message is basically a text message sent electronically to a recipient. You can write
messages in plain text or HTML, and you can add attachments to them. All incoming messages are
delivered to your Mailbox folder.
Section 3.1, Sending Email, on page 25
Section 3.2, Managing Sent Email, on page 37
Section 3.3, Receiving Email, on page 42
Section 3.4, Managing Received Email, on page 45
Section 3.5, Printing Email, on page 47
Section 3.6, Handling Unwanted Email (Spam), on page 47
3.1
Sending Email
When you send an email message from GroupWise WebAccess, you can send the message either as
text or HTML. Additionally, you can choose to attach a file, add a signature to the message, and spell
check the message before it is sent.
The address book and name completion help you to quickly and easily find the contacts you need
when sending an email message.
Section 3.1.1, Composing Email, on page 26
Section 3.1.2, Formatting Messages, on page 26
Section 3.1.3, Spell-Checking Messages, on page 27
Section 3.1.4, Attaching Files, on page 28
Section 3.1.5, Adding a Signature, on page 29
Section 3.1.6, Saving Unfinished Email, on page 30
Section 3.1.7, Selecting the Default Compose View, on page 32
Section 3.1.8, Addressing Mail Messages, on page 32
Section 3.1.9, Selecting Send Options, on page 34
Section 3.1.10, Posting a Note, on page 36
Section 3.1.11, Sending a Phone Message, on page 36
Email
25
3.1.1
Composing Email
1 Click Mail on the toolbar.
2 In the To box, type a user name, then press Enter. As you begin to type, Name Completion
automatically tries to match the name and complete it for you. Repeat for additional users. If
necessary, type user names in the CC and BC boxes.
or
To select user names from a list, click Address on the toolbar, search for and select each user, click
To, CC, or BC for each user, then click OK.
3 Type a subject.
4 Type a message.
You can specify many options, such as making this message a high priority, requesting a reply
from the recipients, and more, by clicking the Send Options tab.
5 Include any attachments by clicking the Attach.
6 Click Send on the toolbar.
3.1.2
Formatting Messages
When you send a message, you can select from several format options. You can select to send the
message as a text or HTML message, and you can change the fonts, colors, and layout of the message.
Changing the Font in the HTML View on page 26
Formatting Bulleted and Numbered Lists on page 27
Undoing the Last Text Action on page 27
Changing the Font in the HTML View

The recipient of an item sees the changes you make in Plain Text view if he or she views the item in
Plain Text view. The recipient of an item sees the changes you make in HTML view if he or she views
the item in HTML view. You might want to let the recipient know which view you composed the item
in.
1 In an open item you are composing, make sure the HTML toolbar is displayed.
26
2 Use the HTML toolbar to change the font, add background colors, add images, and more.
You might need to resize the item view horizontally to see all the buttons on the HTML toolbar.
Formatting Bulleted and Numbered Lists

You can easily include bulleted and numbered lists in messages.
1 In an open item you are composing in the HTML view, use the HTML toolbar to insert a bulleted
or numbered list
2 Type the list item, then press Enter to create the next item in the list.
3 Press Enter twice after the last item to turn off the list formatting.
Undoing the Last Text Action

You can undo the last text action in the Subject or Message field of a message you are composing.
1 Press Ctrl+Z.
For information about other shortcut keys, see Appendix C, Using Shortcut Keys, on page 109.
3.1.3
Spell-Checking Messages
Spell Checker lets you check for misspelled words in the messages you create. It checks for
misspelled words, duplicate words, and irregular capitalization in items you are creating.
When Spell Checker finds a misspelled word, you can replace it with a word Spell Checker suggests,
edit the word manually, or skip the word.
You use the compose options to set up Spell Checker to automatically spell check your messages
before you send them.
Spell-Checking an Item with Spell Checker on page 28
Spell-Checking Items Automatically with Spell Checker on page 28
Selecting the Spell Checker Language on page 28
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Spell-Checking an Item with Spell Checker

1 Click the Subject or Message field.
2 Click Check Spelling.
WebAccess highlights any misspelled words.

3 Click any highlighted word.
4 Select one of the words Spell Checker suggests to replace the misspelled word.
or
Click Edit to make your own corrections.
5 Click Resume Editing when spell-checking is complete.
Spell-Checking Items Automatically with Spell Checker

You can automatically spell-check items every time you click Send.
1 On the main WebAccess page, click the Options icon
2 Click the Compose tab.

3 Select Check spelling before send.
Selecting the Spell Checker Language

1 In an open item you are composing, click the Subject field or the Message field.
2 Click the drop-down menu next to Check Spelling.
3 Select the language to use.
3.1.4
Attaching Files
You can send files to other users. You can attach files that exist on your hard disk, diskette, or
network drive to an item you are sending. The recipients can open an attached file, save it, view it, or
print it. If you change an attached file after you have sent it, the recipients do not see the changes.
If you attach a file that is password-protected, the recipient cannot open or view the attachment
without entering the password.
1 Open a new item.
2 Fill in the To, Subject, and Message fields.
3 Click Attach, then browse to and select the file or files you want to send.
To remove an attached file, click the Remove icon
Moving or deleting a file on a disk or network drive does not affect a file you attached to an item and
sent.
If you delete an attached file, it is not erased from disk or network drive; it is simply removed from
the attachment list.
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3.1.5
Adding a Signature
Use Signatures to insert a signature or tag line at the end of items you send. For example, you can
have GroupWise automatically list your name, phone number, and email address at the bottom of
every item you send.
In addition to personal signatures, your GroupWise administrator can create a global signature for
everyone to use. If the GroupWise administrator requires the global signature, it is automatically
appended to all items that are sent. When you resend an item, the global signature is not
automatically added to the message.
Signatures that you create or modify in the GroupWise Windows client are automatically displayed
in GroupWise WebAccess. Likewise, signatures that you create or modify in GroupWise WebAccess
are automatically displayed in the GroupWise Windows client.
1 On the main page, click the Options icon
2 Click Compose.
3 Select Enable signature.
4 Click New, specify a name for the new signature, then click OK.
5 (Optional) Create additional signatures. In the Signature drop-down list, select the signature that
you want to make your default signature, then select Set as default.
6 Type your signature text in the box.
7 Click Automatically add signature to automatically add your signature when you send the item.
or
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Click Prompt before adding signature to have WebAccess prompt you to add the signature when
you send the item.
3.1.6
Saving Unfinished Email

Understanding Auto-Save on page 30
Enabling or Disabling Auto-Save on page 31
Saving an Unfinished Email on page 32
Understanding Auto-Save
When you compose a new message in GroupWise WebAccess, items are automatically saved for you.
This prevents the loss of any messages you are authoring if WebAccess unexpectedly shuts down.
When you restart WebAccess, you have the option to recover these messages to finish composing
them.
If you stop using GroupWise WebAccess for 10 seconds (the default non-use value) and have unsent
messages, or if you have been actively composing messages for 60 seconds (the default continuous
use value), WebAccess automatically saves your messages to your Work In Progress folder. WebAccess
adds two characters to the title of all auto-saved messages to distinguish them from other items you
might have manually saved to your Work In Progress folder.
Your administrator can disable the auto-save feature and change the non-use and continuous values.
If there are auto-saved messages when you start WebAccess a message is displayed. The type of
message that is displayed differs depending on the number of messages that were auto-saved.
When One Auto-Saved Message is Recovered on page 30
When Two to Five Auto-Saved Messages Are Recovered on page 31
When 6 or More Auto-Saved Messages Are Recovered on page 31
When One Auto-Saved Message is Recovered

When you start WebAccess and only one auto-saved message is recovered, you see the following
message:
You have the following options to deal with the auto-saved messages:
Open: Opens the auto-saved messages so that you can finish composing them.
Save: Saves the messages as regular Work In Progress items so that you can finish composing the
messages later.
Delete: Deletes the auto-saved messages. The information in them is permanently lost.
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Skip: Retains the saved messages on disk but does not recover them in WebAccess. The next time
you start WebAccess, the Auto-Save window reappears.
When Two to Five Auto-Saved Messages Are Recovered

When you start WebAccess and two to five auto-saved message are recovered, you see the following
message:
You have the following options to deal with the auto-saved messages. Select one of these options for
each auto-saved message, then click OK.
Open: Opens the auto-saved messages so that you can finish composing them.
Save: Saves the messages as regular Work In Progress items so that you can finish composing the
messages later.
Delete: Deletes the auto-saved messages. The information in them is permanently lost.
Click Skip to retain the saved messages on disk but to not recover them in WebAccess. The next time
you start WebAccess, the Auto-Save window reappears.
When 6 or More Auto-Saved Messages Are Recovered

When you start WebAccess and six or more auto-saved message are recovered, you see the following
message:
Click OK to save the messages as regular Work In Progress items so that you can finish composing
the messages later.
Enabling or Disabling Auto-Save

By default, Auto-Save is enabled if you use a high-speed connection to access your GroupWise
system. It is disabled by default if you use a low connection speed. For more information on your
login options for connecting, see Section 1.2, Starting GroupWise WebAccess, on page 9.
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3 Select Enable auto-save to enable Auto-Save.
or
Deselect Enable auto-save to disable Auto-Save.
Saving an Unfinished Email

1 In an open item, click the Save icon.
2 Click the folder you want to save the item to, then click OK.
The draft message is placed in the folder you chose in Step 2. The default folder for unfinished
messages is the Work In Progress folder .
3.1.7
Selecting the Default Compose View

When you are composing a message in GroupWise WebAccess, you can select to have the default
compose format in either plain text or HTML.

3 In the Default Compose View box, select Plain Text or HTML.
To change the view in one item:

1 Open an item.
2 Click the HTML or > Plain Text icon.
3.1.8
Addressing Mail Messages

A mail message has a primary recipient, a subject line, and can be carbon copied and blind copied to
other users. You can also attach files, document references, sounds, movies, and OLE objects to your
mail messages.
Using the Address Book on page 32
CC (Carbon Copy) on page 32
BC (Blind Copy) on page 33
Adding Addresses to Mail Messages on page 33
Using the Address Book

For information on using the Address Book, see Chapter 6, Contacts and Address Books, on
page 71.
CC (Carbon Copy)
Carbon copy recipients (CC) receive a copy of an item. CC recipients are users who would benefit
from the information in an item, but are not affected by or directly responsible for it. All recipients
can see that a carbon copy was sent. They can also see the names of the CC recipients.
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BC (Blind Copy)
Blind copy recipients (BC) receive a copy of an item. Other recipients receive no information about
blind copies. Only the sender and the blind copy recipient know that a blind copy was sent. If a
recipient replies and chooses Reply to All, the blind copy recipient does not receive the reply.
Adding Addresses to Mail Messages

1 Click Mail on the toolbar.
2 In the To field, type a user name, then press Enter. Repeat for additional users. If necessary, type
user names in the CC and BC fields.

or
To select user names from a list, click Address on the toolbar. For more information on how to use
the Address Selector, see Section 6.2, Using the Address Selector, on page 72.
3 Type a subject.
4 Type a message.
You can specify many options, such as making this message a high priority, requesting a reply
from recipients, and more, by clicking the Send Options tab.
If you want, you can change the font of the message text. For information, see Changing the
Font in the HTML View on page 26.
5 Include any attachments by clicking Attach.
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3.2
Managing Sent Email

Section 3.2.1, Retracting Sent Email, on page 37
Section 3.2.2, Resending Email, on page 37
Section 3.2.3, Checking the Status of Sent Email, on page 38
Section 3.2.4, Confirming Delivery of Email You Send, on page 39
Section 3.2.5, Displaying Sent Items, on page 41
Section 3.2.6, Sorting Sent Items, on page 42
3.2.1
Retracting Sent Email

Use Delete from All Mailboxes to retract a sent item from the recipients Mailbox. You can retract a mail
or phone message from those recipients who havent yet opened the item. You can retract an
appointment, reminder note, or task at any time. However, items that have been sent across the
Internet to other email systems cannot be retracted.
1 Click the Sent Items folder in the Folder List.
2 Select the item you want to retract, then click Delete From All Mailboxes.
3 (Optional) Add a comment.
4 Click OK.
To see which recipients have opened your message, right-click the item, then click Properties. Email
cannot be retracted if it has already been opened.
3.2.2
Resending Email
Use Resend to send an item a second time, perhaps with corrections.
1 Click the Sent Items folder in the Folder List.
2 Right-click and select Resend.
3 Select Retract Original Item? if you want to retract the original item.
4 Make changes to the item, if necessary, then click Send on the toolbar.
You can check the properties of the original item to see if GroupWise was able to retract it. Right-click
the item in the Sent Items folder, then click Properties. Mail and phone messages cannot be retracted if
they have already been opened.
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3.2.3
Checking the Status of Sent Email

If the receivers email system enables status tracking, you can receive status information about the
items you send. The Properties window lets you check the status of any item you've sent. For
example, you can see when an item was delivered and when the recipient opened or deleted the item.
If a recipient accepted or declined an appointment and included a comment, you see the comment in
the Properties window. You also see if a recipient marked a task completed.
The Properties window also shows information about items you receive. You can see who else
received the item (except for blind copy recipients), the size and creation date of attached files, and
more.
Status Overview on page 38
Checking the Status of an Item on page 38
Saving the Status Information of an Item on page 38
Printing the Status Information of an Item on page 39
Status Overview
There are two views for the properties:
Basic Properties: Displays the Properties header and a list of recipients. The list of recipients
displays the recipients name, what actions the recipient has taken with the item, the date and
time of the last action, and any comments.
Advanced Properties: Displays the Properties header, recipients, post offices, files, and options
for the item. The Advanced Properties page is helpful to GroupWise administrators when they
need to track the item for troubleshooting purposes.
You can save and print status information for an item.
Checking the Status of an Item

1 Right-click an item in your Mailbox or Calendar, then click Properties.
The icons next to an item can also give you helpful status information. For more information, see
Section 1.8, Identifying the Icons Appearing Next to Items, on page 16.
To change to the Advanced Properties, click Advanced Properties.
Saving the Status Information of an Item

1 Right-click an item, then click Properties.
2 Click File > Save Page As.
WebAccess gives the item a temporary file name. You can change the file name and default
folder.
3 Click Save.
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Printing the Status Information of an Item

2 Click Print View to display a printer-friendly version of the status information, then click Print
this page.
3 Select print options and print the status page as you normally would in your Web browser.
3.2.4
Confirming Delivery of Email You Send

GroupWise WebAccess provides several ways to confirm that your item was delivered.
Tracking Sent Items on page 39
Receiving Notifications about Items You Send on page 39
Requesting a Reply for Items You Send on page 39
Tracking Sent Items

You can check the status in the Properties window of any item you send. For information, see
Checking the Status of Sent Email on page 38.
Receiving Notifications about Items You Send

If the receiving email system is capable of returning notifications, you can receive notification when
the recipient opens or deletes a message, declines an appointment, or completes a task.
Receiving Notifications about All Items You Send on page 39
Receiving a Notification about a Single Item on page 39
Receiving Notifications about All Items You Send

1 To always receive notification for items you send, click the Options icon
2 Click the Send Options tab.

3 In the Return Notification section, specify the type of return receipt you want.
4 Click Save.
Receiving a Notification about a Single Item

1 To get a return receipt for one item, open an item view, then click the Send Options tab.
2 In the Return Notification section, specify the type of return receipt you want.
3 Click Send.
Requesting a Reply for Items You Send

You can inform the recipient of an item that you need a reply. GroupWise WebAccess adds a sentence
to the item stating that a reply is requested and changes the icon in the recipients Mailbox to a
double arrow.
Requesting a Reply for All Items You Send on page 40
Requesting a Reply for a Single Item on page 40
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Requesting a Reply for All Items You Send

1 To request a reply for all items you send, click the Options icon
2 Click the Send Options tab.
3 Specify when you want to receive the reply.
The recipient sees next to the message. If you select When Convenient, Reply Requested:
When convenient appears at the top of the message. If you select Within x Days, Reply
Requested: By xx/xx/xx appears at the top of the message.
4 Click Save > Close.
Requesting a Reply for a Single Item

1 To request a reply for one item, open an item view, then click the Send Options tab.
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2 Specify when you want to receive the reply.
The recipient sees next to the message. If you select When Convenient, Reply Requested:
When convenient appears at the top of the message. If you select Within x Days, Reply
Requested: By xx/xx/xx appears at the top of the message.
3 Click Send.
3.2.5
Displaying Sent Items

You might want to display items you previously sent. For example, you can read a sent item, resend it
with or without corrections, and in some cases, retract it if it has not already been opened by the
recipient.
1 Click the Sent Items folder in the folder list.
All sent items reside in this folder unless they are moved to a folder other than the Mailbox or
Calendar. If a sent item is moved to another folder, it no longer displays in the Sent Items folder. To
display sent items that have been moved to other folders, open those folders.
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3.2.6
Sorting Sent Items

You can sort items that you have sent by any column in the Sent Items list.
1 Click the column heading to sort messages in that column in alphabetical order. Click the
column heading a second time to sort messages in that column in reverse alphabetical order.
3.3
Receiving Email
GroupWise uses the Mailbox to store all the mail messages, appointments, and other items you
receive. The mailbox automatically refreshes as you receive new items. If your computer has audio
capabilities, and a GroupWise WebAccess window is open in your web browser, an audio cue plays
when a new item is received.
Section 3.3.1, Reading Received Items, on page 42
Section 3.3.2, Reading Attachments, on page 43
Section 3.3.3, Replying to Email, on page 44
Section 3.3.4, Forwarding Email to Other People, on page 45
3.3.1
Reading Received Items

You can read items you receive in your Mailbox or Calendar. Your Mailbox displays a list of all of the
items you have received from other users. Personal appointments, tasks, and reminder notes appear
in your Calendar, not in your Mailbox.
You can open and read all types of new items in your Mailbox. However, you might want to read
tasks and reminder notes in your Calendar so you can view new messages while looking at your
schedule.
Phone and mail messages stay in your Mailbox until you delete them. Appointments, reminder
notes, and tasks stay in your Mailbox until you accept, decline, or delete them. When you accept an
appointment, reminder note, or task, it is moved to your Calendar.
All Mailbox items are marked with an icon. The icons change depending on whether or not the item
has been opened. See Section 1.8, Identifying the Icons Appearing Next to Items, on page 16 for
more information.
All unopened items in your Mailbox are bolded to help you easily identify which items and
documents you have not yet read.
Reading Items on page 43
Setting the View for One Item on page 43
Marking an Item Unread on page 43
Marking an Item Read on page 43
42
Reading Items
Messages are automatically displayed in the format in which they were sent. Messages display in
your browsers default font and size. The date and time of messages is displayed in the same format
as is selected for your individual workstation.
To read a message:
1 Double-click the message in the Message list to view the message in a new window.
NOTE: For security reasons, images are not displayed by default in HTML messages. To view the
images, click GroupWise has prevented images on this page from displaying. Click here to display the images.
Setting the View for One Item

You can change the view for one item only if that item is composed in HTML.
1 Open an item.
2 Click either the Plain Text or HTML button on the toolbar.
Marking an Item Unread

If you open an item to read it, and then decide you want to read the item later, you can mark the item
Unread. Marking the item Unread changes the item to bold and changes the items icon to unopened
so you know you still need to read the item.
1 In the Mailbox, click the item in the Item List.
2 Click Mark Unread at the top of the Item List.
If you have opened an item, marking it Unread does not change the status of the item in Properties.
For example, if you have opened an item, then marked the item read later, the sender of the item still
sees the item status as opened in the Properties window.
Marking an Item Read

1 In the Mailbox, click the item in the Item List.
2 Click Mark Read at the top of the Item List.
Marking an item read changes the status of the item in Properties. For example, if you have not
opened an item, but you marked the item read, the sender of the item sees the item status as opened
in the Properties window.
3.3.2
Reading Attachments
GroupWise WebAccess can send and receive attachments with items. When you receive an
attachment with an item, the list of attachments is under the subject.
Viewing Attached Files on page 44
Saving Attached Files on page 44
Opening Attached Files on page 44
Printing Attached Files on page 44
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Viewing Attached Files

When you view an attached file, the attachment is displayed in the message pane with a viewer. This
is usually faster than opening the attachment; however, the attachment might not be formatted
properly. If the attachment type is not supported, View is not displayed.
1 Open the item containing the attachment.
2 Click View next to the attachment.
Saving Attached Files

When you have an attached file, GroupWise WebAccess allows you to save the file to another
location.
2 Click the linked name of the attachment.
3 Select a location to save the attachment.
or
If the message contains four or more attachments, click the Attachments link located below the
Subject heading to open Web browsers download dialog box.
NOTE: By default, the name of the zip file containing the attachments is the same as the messages
subject line.
Opening Attached Files

When you open an attached file, GroupWise WebAccess determines the correct application to open
the file in. You can accept the suggested application, or you can select the path and file name to
another application.
2 Right-click the linked name of the attachment, then click Open.
Printing Attached Files

1 In an open message, click View or Open to see the contents of the attached file.
2 Print the file as you would any other page in your Web browser if you are viewing the file.
or
Use the native application to print the file if you opened it.
3.3.3
Replying to Email
Use Reply to respond to an item. You can reply to everyone who received the original item or to the
sender only, without creating and addressing a new message. You can also include a copy of the
original message in your reply. Your reply includes Re: preceding the original subject text. You can
modify the subject text if you want.
Replying to an Email on page 45
Modifying Your Compose Settings on page 45
44
Replying to an Email
1 Open the item you want to reply to.
2 Click Reply on the toolbar to send the email just to the sender.
or
Click Reply All on the toolbar to send the email to the sender and all recipients.
3 Type your message, then click Send on the toolbar.
If the original item included BC or CC recipients and you selected to reply to all, your reply is sent to
the CC recipients but not to the BC recipients.
Modifying Your Compose Settings


3 Select Enable auto save if you want to enable the Auto Save feature.
4 Select the Spell Checking options you want, including:
Check spelling before send

Default language
5 Select the default Compose view you want, either Plain Text or HTML.
Your administrator can turn off the HTML format option.

6 Select the signature options you want.
3.3.4
Forwarding Email to Other People

Use Forward to send items you receive to other users. You can forward messages as attachments or
inline. The mail message includes your name and any additional comments you have made.
1 Right-click the item you want to forward.
2 Click Forward to forward the message inline, which puts the forwarded message text in the body
of the new message.

or
Click Forward as Attachment to forward the message as an attachment.
3 Add the names of the users to whom you want to forward the item.
4 (Optional) Type a message.
If you cant accept an appointment, task, or reminder note, you can delegate the item instead of
forwarding it. Delegating places a Delegated status in the items Properties window, letting the
sender know you have transferred responsibility for the item to another person.
3.4
Managing Received Email

Section 3.4.1, Saving an Item to Disk, on page 46
Section 3.4.2, Saving Status Information, on page 46
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Section 3.4.3, Deleting Email, on page 46

Section 3.4.4, Viewing the Source of External Messages, on page 46
Section 3.4.5, Sorting Received Items, on page 47
3.4.1
Saving an Item to Disk

Saved items remain in your Mailbox and Calendar as well as being copied to the location you specify.
1 Open the item you want to save.
2 Save the page as you would any other page in your Web browser.
3.4.2
Saving Status Information

2 Click File > Save Page As.
GroupWise WebAccess gives the item a temporary file name. You can change the file name and
default folder.
3 Click Save.
3.4.3
Deleting Email
Use Delete to remove selected items from your Mailbox. You can also use Delete to retract items you
have sent. You can retract mail and phone messages if the recipients have not read them or if they
have not been sent to the Internet. You can retract appointments, reminder notes, and tasks at any
time.
If you receive junk mail that requires frequent manual deletion, you might want to set up Junk Mail
Handling. For more information, see Handling Unwanted Email (Spam) on page 47.
1 On the main WebAccess page, select one or more items, then click Delete.
Deleted items are moved to your Trash and remain there until the Trash is emptied.
3.4.4
Viewing the Source of External Messages

When you receive or send messages to and from external systems, you can view the source for a
message. The source includes all the data that is contained in a message.
1 Open an item that you received from an external source.
2 Click View next to the Mime.822 attachment to open it.
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3.4.5
Sorting Received Items

You can sort items that you have received by any column in the received items list.
1 Click the column heading to sort messages in that column in alphabetical order. Click the
column heading a second time to sort messages in that column in reverse alphabetical order.
3.5
Printing Email
When you print an item, the From, To, Date, Subject, CC, and attachment names are displayed at the
top of the page.
1 In an open item, click Print View to open a printer-friendly view of the item.
IMPORTANT: Do not use File > Print in your Web browser. The graphical version of the item
displayed in WebAccess cannot be printed as it displays on the screen.
2 Click Print this page.
3 Select print options and print as you normally would from your Web browser.
3.6
Handling Unwanted Email (Spam)

Use Junk Mail Handling to decide what to do with unwanted Internet email, also known as spam,
that is sent to your GroupWise email address.
Section 3.6.1, Understanding Junk Mail Handling, on page 47
Section 3.6.2, Blocking or Junking Email, on page 47
3.6.1
Understanding Junk Mail Handling

Internet email includes all email where the senders address is in the form of name@example.com,
name@example.org, and so forth. Internal email is email where the sender is part of your GroupWise
system and the From field shows only the name of the sender, not an Internet address.
An Internet domain is the part of the email address that comes after the @. For example, in the
address Henry@example.com, the Internet domain is example.com.
For information about the Junk Mail folder, see Junk Mail Folder on page 14.
Your GroupWise administrator can turn off Junk Mail Handling so that it is not available.
3.6.2
Blocking or Junking Email

If you want to block or junk internal email, you can use rules. (For more information, see Section 8.3,
Creating a Rule, on page 90.) For example, you can create a Delete rule that moves all items from a
specific email address or entire Internet domains to your Trash folder. Or you can use the following
procedure to create a Move to Folder rule that moves items with a specified subject to your Junk Mail
folder.
2 Click Rules.
3 Select Move to Folder from the drop-down menu of the Type field, then click Create.
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4 Type a name in the Rule name field, such as Junk Mail Rule.
5 Use Define Conditions to add specific information to your rule.
In the first condition field, select From.

In the second condition field, select Matches.
In the last condition field, type the name of the person or a specific Internet domain as it
displays in the From: field of a mail message. For example: msmith@corporate.com or
@corporate.com.
6 Select the Junk Mail folder as the destination folder.
7 Click Save.
8 Verify that the check box is selected next to the rule you just created, then click Close.
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Contacts and Address Books
You can use an address book like a contact management tool, phone directory, and information
center for your addressing needs. Address books can store names and addresses, email addresses,
phone numbers, and much more. Contacts folders display address book information in convenient
address card format. Entries in an address book can be a contact, group, resource, or organization.
Section 6.1, Understanding Address Books, on page 71
Section 6.2, Using the Address Selector, on page 72
Section 6.3, Using the Contacts Folder, on page 73
Section 6.4, Working with Address Books, on page 81
6.1
Understanding Address Books

GroupWise uses the following types of address books:
Section 6.1.1, GroupWise Address Book, on page 71
Section 6.1.2, Frequent Contacts Address Book, on page 71
Section 6.1.3, Personal Address Books, on page 72
6.1.1
GroupWise Address Book

The GroupWise Address Book is the address book configured and maintained by the GroupWise
administrator. Use this address book to view information about everyone in your GroupWise system.
The GroupWise Address Book is marked with a
icon.
Because the GroupWise Address Book is generally quite large, you might want to search for names or
use predefined Finds to find the name you are looking for, rather than scrolling through the entire
address book. For more information, see Narrowing Your Search on page 84.
You can view information about contacts in the GroupWise Address Book, but you cannot edit this
information.
6.1.2
Frequent Contacts Address Book

Use the Frequent Contacts address book to access your most frequently used or most recently used
entries. When you use an address in a message, the entry is copied to the Frequent Contacts address
book if the books options are set to do so. Addresses added by the GroupWise Windows client also
appear in the GroupWise WebAccess Frequent Contacts address book.
The Frequent Contacts address book is marked with a
icon.
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Although the Frequent Contacts address book is created by GroupWise, it is considered a personal
address book because you can edit the information for contacts.
After an entry is placed in Frequent Contacts, it remains there until you delete it. The entry also
remains in its original address book.
6.1.3
Personal Address Books

You can create, edit, save, and rename multiple address books for your personal use. For information
on creating a personal address book, see Section 6.4.2, Creating a Personal Address Book, on
page 81.
Personal address books are marked with a
icon.
You can add and delete names and address information for any contact (person, organization, or
resource) you want in your personal address books.
When you create multiple address books, you can include the same name and address in several
books.
Personal address books list addresses according to your preferences. For example, you can include
Internet addresses or no address at all for the people you add to your personal address books. You
can also create personal groups. If you save a list of people as a group, you only need to type the
group name in the To box to send the entire group a message. See Organizing Addresses in Groups
on page 76.
6.2
Using the Address Selector

Section 6.2.1, Understanding the Address Selector, on page 72
Section 6.2.2, Addressing an Item with the Address Selector, on page 73
6.2.1
Understanding the Address Selector

The Address Selector presents a simplified view of the Address Book, providing you with the options
you need to select a name or create a group. The Address Selector displays in places throughout
GroupWise, such as when you are selecting members of a group or entries for a filter or find. It might
be slightly modified to show only context-appropriate options.
Select the entries you want placed in To, CC, or BC fields of the item you are addressing. You can filter
the list of entries by groups, people, organization, and resources by using the Entry Type drop-down
list. You can also search the list by name, first name, last name, or a variety of other options by using
the drop-down lists.
You can resize the Address Selector by dragging a corner of the window. You can open a contact
entry to view details by clicking the contacts name.
You can add contacts to the right pane and then create a group by clicking Save Group. If you click the
Save Group button, you can select which address book the group is saved to. Otherwise it is saved to
the address book displayed in the Address Selector. You cannot save a group to the main GroupWise
address book unless you are an administrator with the proper rights.
For information on how to create a contact, see Adding a Contact on page 74.
72
6.2.2
Addressing an Item with the Address Selector

Use the Address Selector to address items you are composing. By default, the Address Selector
simultaneously searches all address books and all types of entries (groups, contacts, and resources).
You can refine your search to include only specific address books and specific types of entries.
For more information about the Address Selector, see Section 6.2, Using the Address Selector, on
page 72.
1 In an item you are composing, click Address on the toolbar.
The Address Selector is displayed.

2 In the provided field, specify the group, contact, or resource that you want to send the item to.
or
Click the Plus icon
to refine your search by Name, First Name, Last Name, Department and
Email Address; by begins with, equals, not equal; and by the address book and the type of entry.
For example, you can use the begins with filter to display only entries with last names that begin
with D.
3 Click Find.
4 Select the group, contact, or resource when it appears in the search result, then click To, CC, or
BC.
or
Select To, CC, or BC, then double-click each user that you want add as a message recipient in the
way that is currently selected.
5 (Optional) If you want to save the list of addressees as a group, click Save Group, specify the
address book, group name, and description, then click Save.

6 Click OK.
6.3
Using the Contacts Folder

Use the Contacts folder to view, update, delete, and add information to the contacts in your address
book.
The Contacts folder
address book.
in the GroupWise Folder List, by default, represents the Frequent Contacts
Any modification you make in the Contacts folder is also made in the corresponding address book
(Frequent Contacts or other address book).
The Folder List displays a list of all personal address books under the Contacts folder. You can
quickly select a different personal address book by clicking the address book in the Folder List.
Clicking the QuickViewer icon
on the toolbar allows you to quickly view and edit details for a
contact, group, resource, or organization.
For more information, see Section 6.3.1, Managing Contacts, on page 74, Section 6.3.2, Managing
Groups, on page 76, Section 6.3.3, Managing Resources, on page 78, and Section 6.3.4, Managing
Organizations, on page 79.
Section 6.3.1, Managing Contacts, on page 74
Section 6.3.2, Managing Groups, on page 76
73
Section 6.3.3, Managing Resources, on page 78

Section 6.3.4, Managing Organizations, on page 79
Section 6.3.5, Using Frequent Contacts to Address an Item, on page 80
Section 6.3.6, Sending Mail to a Contact from the Contacts Folder, on page 81
6.3.1
Managing Contacts
Each contact in the Contacts folder is marked with
item view displays.
. When you double-click a contact, the contact
Adding a Contact on page 74

Modifying a Contact on page 75
Deleting a Contact on page 75
Changing the Display Name of a Contact on page 75
Viewing All Correspondence with a Contact on page 75
Journaling Interactions with Contacts on page 76
Adding a Contact
You can add a contact to either the Frequent Contacts address book or a personal address book.
1 On the main WebAccess page, click Contacts on the Nav Bar.
2 Select the address book you want to add the contact to.
3 Click the drop-down arrow next to Contact on the toolbar, then click Contact.
4 In the name fields, specify the contacts First, Middle, and Last names.
5 In the Display Name field, specify the name you want to use for the contact.
Information in the Display Name field displays in the contact list.

6 Specify any other information you want to record about the contact by clicking the following
tabs:
Summary: (This tab is available only when you modify a contact) Displays a summary of the
information contained in the other pages.
Contact: Use this page to specify the contacts name, photo, email address, multiple phone
numbers, and instant messaging ID.
Details: Use this page to specify the contacts profession, department, assistant, birthday,
anniversary, spouse, children, hobbies, and any Internet addresses associated with the contact.
To specify an Internet address for the contacts office, personal, or Free/Busy information,
specify the address in the appropriate fields.
Address: Use this page to specify the contacts office, home, and any other addresses.
Notes: Use this page to view information about your interaction with this contact that you
entered in the GroupWise Windows client. This page can function like a contact journal.
History: (This tab is available only when modifying a contact) Displays all the items you have
sent to or received from this contact.
7 Click Save & Close.
74
Modifying a Contact
You can modify a contacts information in either the Frequent Contacts address book or a personal
address book. In order to modify a contact from your corporate address book, you must first copy the
contact to either your Frequent Contacts address book or a personal address book.
1 Click the Contacts tab on the Nav Bar.
2 Select the address book you want to modify the contact in.
3 In the contact list, double-click the contact you want to modify.
4 Make any needed modifications to the contact.
For information about the contact details you can enter on each tab, see Step 6 in Adding a
Contact on page 74.
Deleting a Contact
You can delete a contact in either the Frequent Contacts address book or a personal address book.
You cannot delete a contact from your corporate address book.
2 Select the address book you want to delete the contact in.
3 In the contact list, click the contact, then click Delete.
Changing the Display Name of a Contact

The display name is the name that displays when you begin typing in the To (or BC or CC) field of a
message. When you begin typing a name, for example Ta, Name Completion fills in the rest of the
name with a name from the address book, for example Tabitha Hu. However, if there are two
Tabitha Hus in the address book, one in Accounting and one in Facilities, it might be difficult for you
to know which name Name Completion has filled in, unless you take the time to look at more
properties.
You can change the display name so that its easy to know which name Name Completion has filled
in. For example, if you only correspond with Tabitha Hu in Accounting, you could change the
display name to Tabitha--Accounting.
2 Click the address book you want to modify the contact in.
3 Double-click a contact.
4 Type a new name in the Display Name field.
Viewing All Correspondence with a Contact

2 Click the address book you want to use.
4 Click the History tab.
All items you have received from or sent to this contact are displayed.
75
Journaling Interactions with Contacts

Like a journal, the notes feature has the ability to log your various interactions with your contacts.
2 Click the address book you want to use.
4 Click the Notes tab.
5 Add the information pertaining to the contact in the Comments field.
6.3.2
Managing Groups
Each group in the Contacts folder is marked with
view displays.
. When you double-click a group, the group item
Organizing Addresses in Groups on page 76

Creating and Saving a Personal Group on page 76
Modifying a Group on page 77
Adding Contacts to a Group on page 77
Deleting a Contact from a Group on page 77
Addressing Items to a Group on page 77
Viewing Group Information on page 78
Organizing Addresses in Groups

A group is a list of users or resources you can send messages to. Use groups to send a message to
several users or resources by typing the group name in the To, BC, or CC fields. There are two types of
groups: public and personal.
A public group is a list of users created by the GroupWise administrator, and it is available for use by
each GroupWise user. For example, there might be a public group for the Accounting Department.
Each employee in Accounting is included in the group. Public groups are listed in the system address
book.
A personal group is a group created by you. For example, if you often send an appointment to your
work group, you can include each co-workers address or name and a meeting place (a resource) in a
personal group.
Creating and Saving a Personal Group

1 On the main WebAccess page, click the Contacts tab.
2 Click the personal address book you want to add the group to.
3 Click Group.
4 Specify the following information:
Select Address Book: Click the drop-down list if you want to add the group to a different
address book than the one that is already selected.
Group Name: Specify a name for the group.
76
Members: Begin typing the name of a member that you want to add to the group, then click Add
(or press Enter) when the name appears. Repeat for each user you want to add to the group.
You can click Address Selector to search for and select each user, as described in Section 6.2,
Using the Address Selector, on page 72.
Comments: Specify any comments concerning the group, such as a description of the group.
5 Click Save & Close to save the group in the personal address book.
Modifying a Group
You can modify the group name, membership, and comments after the group is already created.
2 Click the personal address book that contains the group that you want to modify.
3 Double-click the group that you want to modify.
Groups are marked with
4 Make the desired modifications, then click Save & Close.
Adding Contacts to a Group

If you are adding contacts to a group, such as a corporate distribution list, you must have the proper
rights granted to you by the GroupWise administrator.
2 Click the personal address book that contains the group that you want to add contacts to.
3 Double-click the group that you want to add contacts to.
4 In the Members section, begin typing the name of a member that you want to add to the group,
then click Add (or press Enter) when the name appears.
Repeat this step for each user you want to add to the group.
Deleting a Contact from a Group

2 Click the personal address book that contains the group that you want to remove contacts from.
3 Double-click the group that you want to remove contacts from.
4 In the Members section, select the users you want to remove from the group, then click Remove.
Addressing Items to a Group

1 In an item view, click Address on the toolbar.

2 Specify the group name that you want to send the item to, then click Find.
77
3 (Optional) Click the Plus icon
to refine your search by Name, First Name, Last Name, and

Department; by begins with, equals, not equal; and by the address book and the type of entry.
4 Select a group, then click To, CC, or BC.

5 Click OK to return to the item view.
Viewing Group Information

2 Click the address book that contains the group whose information you want to view.
3 Double-click the group whose information you want to view.
4 Click Cancel when you are finished viewing the information.
6.3.3
Managing Resources
Resources are items that can be scheduled for meetings or other uses. Resources can include rooms,
computer projectors, cars, and more. The GroupWise administrator defines a resource by giving it an
identifying name and assigning it to a user. Resources can be included in a busy search, just as users
can. Resource IDs are entered in the To box.
A user assigned to manage a resource is the owner of that resource. The owner of a resource is
responsible for accepting and declining appointments for the resource. In order to do so, the owner
must have full proxy rights to the resource. As a resource owner, you can select to receive notification
of appointments for the resource.
Accepting and Declining Resource Requests on page 78
Adding a Personal Resource on page 79
Modifying a Personal Resource on page 79
Deleting a Personal Resource on page 79
Each resource in the Contacts folder is marked with
view displays.
. When you click a resource, the resource item
Accepting and Declining Resource Requests

You can accept or decline requests for a resource only if you are the owner and have been granted
Read and Write rights.
1 On the main WebAccess page, click Proxy on the toolbar.
2 Click the resource you own.
If the resource you own isnt listed, type the name of the resource you own, then click Login.
3 Click the item you need to accept or decline.
4 Click Accept or Decline on the toolbar.
78
Adding a Personal Resource

You can add a personal resource to either the Frequent Contacts address book or a personal address
book.
1 On the main WebAccess page, click the Contacts tab in the Nav Bar.
2 Select the personal address book you want to add the resource to.
3 Click the drop-down arrow next to Contact, then click Resource.
4 In the Name field, specify the name for the resource.
5 Specify any other information you want to record for the resource.
6 In the Comments field, specify any comments you might have for the resource.
For example, you might want to specify how big a conference room is or what type of equipment
is in the room.
Modifying a Personal Resource

2 Select the personal address book that contains the resource that you want to modify.
3 Double-click the resource.
Resources are marked with
4 Modify any information as needed.

Deleting a Personal Resource

2 Select the personal address book where the resource is located, then search for the resource.
Resources are marked with
3 Select the resource, then click Delete.
6.3.4
Managing Organizations
Each organization in the Contacts folder is marked with the
organization, the organization item view displays.
Organization icon. When you click an
Adding a Personal Organization on page 79

Modifying a Personal Organization on page 80
Deleting a Personal Organization on page 80
Adding a Personal Organization

You can add an organization to your Frequent Contacts address book or a personal address book.
2 Select the personal address book you want to add the organization to.
79
3 Click the drop-down arrow next to Contact, then click Organization.

4 In the Organization field, specify the name of the organization.
5 Specify any other information you want to record for the organization.
Modifying a Personal Organization

2 Select the address book where the organization that you want to modify is located.
3 Search for the organization.
Organizations are marked by the
icon.
4 Double-click the organization

5 Modify any information as needed.
Deleting a Personal Organization

2 Select the address book where the organization that you want to delete is located.
3 Select the organization, then click Delete.
Organizations are marked by the
icon.
4 Click OK.
6.3.5
Using Frequent Contacts to Address an Item

Use the Frequent Contacts address book to access your most frequently used or most recently used
entries. When you use an address in a message, the entry is copied to the Frequent Contacts address
book.
After an entry is placed in Frequent Contacts, it remains there until you delete it. The entry also
remains in its original address book.
1 Click Address in an item you are composing.

2 Click the Plus icon
next to the Find field.
3 In the All Address Books drop-down list, select Frequent Contacts.

4 Search for and select the users you want.
5 Click To, CC, or BC for the selected users.
6 Click OK.
The Frequent Contacts address book can be closed, but it cannot be deleted.
80
6.3.6
Sending Mail to a Contact from the Contacts Folder

1 Click Contacts on the Nav Bar.
2 Click the address book that contains the contact that you want email.
3 Select the contact that you want to email, then click Send Mail in the toolbar.
4 Finish composing the email, then click Send.
6.4
Working with Address Books

Section 6.4.1, Opening an Address Book, on page 81
Section 6.4.2, Creating a Personal Address Book, on page 81
Section 6.4.3, Editing a Personal or Frequent Contacts Address Book, on page 81
Section 6.4.4, Deleting a Personal Address Book, on page 82
Section 6.4.5, Accepting a Shared Address Book, on page 83
Section 6.4.6, Viewing People, Groups, Organizations, or Resources in an Address Book, on
page 83
Section 6.4.7, Searching for Address Book Entries, on page 83
6.4.1
Opening an Address Book

Using the Address Book, you can open contacts to view details, select names to send an item to,
create and modify groups, and create and delete contacts.
The Address Book also provides you with advanced options, such as creating and modifying
personal address books and changing your Name Completion search order.
1 Click the Contacts tab on the Nav Bar to display the GroupWise Address Book, Frequent
Contacts address book, and any personal address books you have created.
2 Click the address book that you are interested in.
6.4.2
Creating a Personal Address Book

2 Click the drop-down arrow next to Contact, then click Address Book.
3 Type a name for the new book and a description (optional), then click Save & Close.
6.4.3
Editing a Personal or Frequent Contacts Address Book

In a personal address book, including the Frequent Contacts address book, you can add or delete
entries, edit existing information, copy names from one book to another, or rename a book.
Copying a Personal Address Book on page 82
Copying Entries to Another Personal Address Book on page 82
Renaming a Personal Address Book on page 82
Deleting Entries from a Personal Address Book on page 82
81
Copying a Personal Address Book

2 Right-click the address book that you want to copy, then click Save As.
3 Type a name for the new book and a description (optional), then click Save & Close.
Copying Entries to Another Personal Address Book

You cannot copy names to the GroupWise address book.
2 Click an address book, then search for the entries you want to copy.
3 Select each entry you want to copy.
4 Click Copy.
5 Select the personal address book you want to copy the names to, then click OK.
Renaming a Personal Address Book

2 Click Address Book Options.
3 Right-click the personal address book you want to rename, then click Modify.
You cannot rename the Frequent Contacts address book.

4 Type the new name, then click Save & Close.
Deleting Entries from a Personal Address Book

2 Click an address book, then search for the names you want to delete.
3 Select each name you want to delete.
4 Click Delete.
6.4.4
Deleting a Personal Address Book

2 Right-click the personal address book that you want to delete, then click Delete.
3 Click OK.
After it is deleted, a personal address book cannot be recovered.
82
6.4.5
Accepting a Shared Address Book

In the GroupWise Windows client, users can share address books with other users. In GroupWise
WebAccess, you cannot share an address book with other users, but you can receive shared address
books. When you accept a shared address book, it appears in your Address Book list along with the
GroupWise Address Book, Frequent Contacts address book, and personal address books.
1 On the main WebAccess page, click the Mailbox tab in the Nav Bar.
2 Click the shared address book notification to open it, or right-click it, then click Open.
3 Click Accept Address Book to add the address book to the Address Book list.
You can now use the shared address book to address items or look up user information, just as you
would in other address books.
6.4.6
Viewing People, Groups, Organizations, or Resources in an Address

Book
Use the predefined filters on the View menu to display only groups, people, organizations, or
resources in an address book.
By default, address books display all entries. Although all groups, organizations, and resources are
marked by icons, finding specific entries in large address books can be difficult. A predefined filter
displays only the type of entry you are looking for.
To view groups, organizations, or resources in an address book:
2 Click an address book.
3 Click the Filter icon
to filter the list by people, groups, resources, or organizations.
4 In the search field, begin typing the name of the person, group, resource, or organization that
you are searching for. The list is filtered as you type.

The Address Book uses the following icons to identify contacts, resources, groups, and organizations:
Contacts
Resources
Groups
Organizations
6.4.7
Searching for Address Book Entries

You can specify search criteria by using the predefined filters. For example, you can use the begins
with filter to display only entries with last names that begin with D.
Narrowing Your Search on page 84
Defining the Name Completion Search Order on page 84
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WebAccess User Guide

Supported Web Browsers

Starting GroupWise WebAccess

select Use the basic interface.

Your GroupWise mailbox opens.

Understanding Timing Out from GroupWise WebAccess

GroupWise 2014 WebAccess User Guide

Changing Your Password

, then click Options.

Click the Password tab.

Getting to Know the GroupWise WebAccess Interface

Understanding the Nav Bar

Figure 1-1 The GroupWise WebAccess Nav Bar

Understanding the Toolbar

GroupWise 2014 WebAccess User Guide

Exploring the Folder List

Sent Items Folder

Work in Progress Folder

Junk Mail Folder

GroupWise 2014 WebAccess User Guide

Understanding GroupWise Item Types

Identifying the Icons Appearing Next to Items

An item you have replied to and delegated.

An item you have forwarded and delegated.

An item you have replied to, forwarded, and delegated.

GroupWise 2014 WebAccess User Guide

Opened reminder note with a low, standard, or high priority.

Unopened document reference.

Opened document reference.

Shared folder notification.

Shared address book notification.

Unopened posted item (shared folder).

Opened posted item (shared folder).

GroupWise Documentation Web Page

GroupWise Cool Solutions Web Community

GroupWise 2014 WebAccess User Guide

Using Categories to Organize Items

Adding a New Category

Removing a Category from an Item

Using Folders to Organize Your Mailbox

GroupWise 2014 WebAccess User Guide

Click the Expand

arrows to expand and collapse folders.

Modifying the Folder List

Creating a Personal Folder

added as the first folder in the Cabinet.

Moving an Item to Another Folder

Understanding Find Results Folders

Using Shared Folders

GroupWise 2014 WebAccess User Guide

Sharing an Existing Folder with Other Users

3 In the Name field, start typing the name of a user.

Accepting a Shared Folder

Posting an Item to a Shared Folder

3 Type a subject and message.

must support attachments.

Deleting a Shared Folder

GroupWise 2014 WebAccess User Guide

Changing the Font in the HTML View

GroupWise 2014 WebAccess User Guide

Formatting Bulleted and Numbered Lists

Undoing the Last Text Action

Spell-Checking an Item with Spell Checker